Specialist, Administration
Job Summary
The Specialist, Administration is responsible for overseeing and coordinating day-to-day administrative operations within the manufacturing plant. This role ensures efficient administrative support across plant functions, maintains office and facility services, coordinates with internal and external stakeholders, and supports operational activities to enable a productive, safe, and organized work environment.
Key Responsibilities
Administration & Office Management
- Coordinate and monitor daily administrative activities to ensure smooth plant operations.
- Manage office facilities, supplies, equipment, and administrative service contracts.
- Maintain plant administrative records, files, and documentation in compliance with company policies.
- Coordinate food arrangements, transportation, and visitor management.
- Prepare reports, presentations, correspondence, and other business documents as required.
Facility & Vendor Coordination
- Coordinate maintenance and upkeep of administrative offices, meeting rooms, and common plant facilities.
- Liaise with external vendors and service providers for facility-related services.
- Monitor vendor performance and ensure services are delivered according to agreed standards.
- Process service requests, purchase requisitions, and invoices related to administrative operations.
Records & Compliance Management
- Ensure accurate maintenance of administrative records and confidential documents.
- Maintain updated records of contracts, licenses, permits, and administrative documentation.
- Assist during internal and external audits by providing required documentation and administrative support.
Operational Coordination
- Track and follow up on administrative action items and departmental requests.
- Support budget tracking and cost control activities related to administration services.
- Identify opportunities to improve administrative processes and operational efficiency.
Transportation Management
- Coordinate and oversee employee transportation services, including company buses, routes, schedules, and vendor performance to ensure safe, reliable, and efficient transportation for employees.
- Address transportation-related concerns and implement improvements to enhance service quality and employee satisfaction.
- Monitor transportation costs and support budgeting activities related to transportation services.
Qualifications
Minimum Qualifications
- Associate Degree required; Bachelor's Degree in Business Administration, Management, or a related field is preferred.
Minimum Experience
- 4 -7 years of experience in administration, office management, or plant administration within a manufacturing environment preferred.
Knowledge, Skills & Competencies
- Strong organizational and administrative coordination skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Ability to manage multiple priorities and meet deadlines in a fast-paced manufacturing environment.
- Strong problem-solving and decision-making skills.
- Experience working with vendors, contractors, and service providers.
- Knowledge of document control and records management practices.
- High level of professionalism, confidentiality, and attention to detail.
- Ability to work independently and collaboratively with cross-functional teams.
Working Conditions
- Manufacturing plant environment with regular interaction across production, warehouse, maintenance, quality, and support functions.
- May require occasional flexibility in working hours to support plant operations and business needs.
Reporting Line
Reports to: HR Manager / Site Manager.
